A School Absence Request Letter is a formal letter submitted by a parent or guardian to request permission from a school for a child to be absent on specific dates. It explains the reason for the absence and provides all necessary details for the school to make an informed decision. Whether it’s for a family event, travel, or a health-related matter, this letter ensures that the school is notified in advance and the absence is recorded appropriately.

While short-term absences may seem routine, failing to formally request them can lead to miscommunication, unauthorised absence marks, or even disciplinary follow-ups. Submitting a clear, polite, and timely letter protects both the child’s school record and the parent’s responsibility.

What is a School Absence Request Letter?

A School Absence Request Letter is a written communication addressed to the school, typically to the headteacher, requesting permission for a pupil to be absent from school for a specified period. It may relate to one child or multiple children from the same household.

Schools have a legal obligation to monitor attendance and may only authorise absences under specific conditions. Providing this letter ensures compliance with school policy and national attendance rules.

Benefits of a School Absence Request Letter

Submitting a formal request for your child’s absence offers several advantages:

• Helps the school plan ahead, especially for missed lessons, assignments, or group activities.
• Ensures transparency by documenting why and when the child will be away.
• Supports a positive relationship with the school, showing that the absence is responsibly managed.
• Avoids disciplinary concerns, such as warnings or unauthorised absence records, which can impact the student’s record.

How to create a School Absence Request Letter

Using Bind, you can generate a professional School Absence Request Letter in minutes. Simply answer a few questions, including your child’s name, dates of absence, and the reason for the request. Bind creates the letter for you, ready to be downloaded or sent digitally.

If you need to customise the letter further—perhaps to include more than one child, or add details about a special event—you can edit it yourself or use Bind’s built-in editor.

What does a School Absence Request Letter include?

The letter includes the following key elements:

• Dates of Absence
  The full name(s) of the child or children, their year group(s), and the name of the school. This section also lists the exact start and end dates of the requested absence, along with the total number of school days affected.
• Reason for Absence
  A short, clear explanation of the reason for the absence. Acceptable reasons may include: a family wedding or significant life event, travel or religious observances, medical recovery not covered by a doctor’s not, or a special opportunity, such as a competition or educational trip.

Each school has its own policies for approving absences, so it’s important to ensure the reason aligns with what is generally considered valid.

Common questions about School Absence Request Letters

Can schools refuse a request for absence?
Yes. Schools in the UK are only permitted to authorise absences under specific conditions. Headteachers have discretion and may deny a request if the reason does not meet their criteria or if attendance is already low.

How far in advance should I send the letter?
Ideally, submit the letter at least two weeks before the proposed absence. This allows time for the school to review and respond. However, it is recommended that you send the letter as soon as you know about the absence.

What if my child is sick and I didn’t submit a request?
For unexpected absences due to illness, notify the school as soon as possible by phone or email. A formal letter is usually not required unless the absence is extended.

Can I include multiple children in one letter?
Yes. If more than one child is affected, include their full names, year groups, and clearly state the same absence dates for all.

The absence request was denied, what happens if I take my child out of school without permission?

In England and Wales, if you take your child out of school during term time without the school's permission, the absence will be recorded as unauthorised. This can lead to legal action by the local council to enforce school attendance. The legal actions are: fines, prosecution and other measures. These measures are part of the government's efforts to ensure children receive a full-time education and to address issues of persistent absenteeism.

1. Penalty notices (fines)

If your child has unauthorised absences, the local council may issue a Penalty Notice. As of the latest government guidance (May 2025):

• You can be fined £80 per parent, per child if paid within 21 days.
• This increases to £160 per parent, per child if paid between 22 and 28 days.

For example, if two parents take one child out of school without authorisation, each may be fined—totalling £160 or £320 depending on payment timing. If the fine is not paid within 28 days, the local authority may initiate prosecution proceedings in the Magistrates’ Court.

2. Prosecution and criminal penalties

If the case proceeds to court and you are found guilty of failing to ensure regular school attendance under Section 444 of the Education Act 1996, the consequences may include:

• A fine of up to £2,500
• A community order
• A parenting order (which may require attending parenting classes)
• In more serious cases, imprisonment for up to 3 months
• A conviction also results in a criminal record.

3. Other enforcement measures

If a parent is struggling to ensure attendance but is cooperative, the local authority might instead apply for an Education Supervision Order, assigning a supervisor to work with the family to improve the situation.

Why it matters

Unauthorised absences can impact your child's learning, affect the school’s performance records, and escalate quickly into legal consequences. Schools are required to report and act on persistent absenteeism, and all term-time absences must be requested and approved in advance.

Only exceptional circumstances, such as a close family bereavement or unavoidable medical treatment, are likely to be accepted as valid reasons for absence. Family holidays during term time are rarely approved.

School Absence Request Letter – free template

[Your Name]  
[Email]  
[Phone Number]  
[Date]

To: [Headteacher’s Name]

Subject: School Absence Request

Dear [Headteacher’s Name],

I am writing to formally request authorisation for my child(ren) to be absent from school for the following period:

- Name of child: Firstname Lastname  
- Year group: [Year]  
- Dates of absence: From [Start Date] to [End Date]  
- Total number of school days: [Number]

The reason for this absence is [brief reason, e.g., a family wedding taking place overseas].

I understand the importance of regular attendance and assure you that this request has only been made after careful consideration. We will support our child in catching up with any missed work upon return.

Please let me know if any further information is needed to support this request.

Yours sincerely,

Bind is the easiest way to quickly and accurately create up-to-date contracts and documents from start to finish. You can generate your School Absence Request Letter with Bind in just a few steps and ensure your communication with the school is professional, clear, and compliant.